Attachment, ADC 1127 

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Attachment to ADC 1127 

Enhanced SDR Guidance for Foreign Military Sales (FMS), SDR Time 

Standards for Controlled Inventory Items, SDR Forwarding after Logistics 

Reassignment (LR), Packaging SDRs, and Administrative Updates 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Technical POC: Ms. Ellen Hilert, DOD SDR System Administrator, 703-767-0676 

or DSN 427-0676, e-mail: ellen.hilert@dla.mil and DLA Transaction Services 

b. Functional POC: Ms. Ellen Hilert, DOD SDR System Administrator, 703-767-0676 

or DSN 427-0676, e-mail: ellen.hilert@dla.mil

c. Functional POC (for correction subsequent to cancellation/completion notice): 

DLA, DLA Land and Maritime-BAOA, DSN 850-4631 

2. FUNCTIONAL AREA: Supply Discrepancy Reporting 

3. REFERENCES:

a. Defense Logistics Management System Manual, DLM 4000.25, Volume 2, Chapter 9, 

Logistics Reassignment, and Chapter 17, Supply Discrepancy Reporting, available at 

www.dla.mil/j-6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp

b. DODM 4140.01, DOD Supply Chain Materiel Management Procedures: 

(1) Volume 5 - Delivery of Materiel

(2) Volume 8 - Materiel Data Management and Exchange 

(3) Volume 11 - Management of Critical Safety Items, Controlled Inventory 

Items Including Nuclear Weapons-Related Materiel

c. Approved DLMS Change (ADC) 184, Redistribution Order (RDO)-based SDRs, 

October 24, 2005 

d. ADC 311, SDR Attachment Interface, May 13, 2009 

e. ADC 452, Implementation of DOD WebSDR Automated SDR Rejection Capability, 

December 19, 2011 

f. DLAI 4145.4/AR 740-3/AFMAN 23-125(IP)/NAVSUPINST 4400.100A/MCO 

4450.15A, Stock Readiness available at http://www.dla.mil/issuances/Documents/i4145.4.pdf 

g. Security Assistance Management Manual (SAMM) Policy Memorandum Defense 

Security Cooperation Agency (DSCA) 14-10 available at 

http://www.samm.dsca.mil/policy-memoranda/2014-policy-memos

h. ADC 311, SDR Attachment Interface, May 13, 2009 
Attachment, ADC 1127 

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4. REQUESTED CHANGE(S): Revisions subsequent to staffing are identified with green 

highlighting. 

a. Brief Overview of Change: This change addresses the following updates to DLMS 

SDR processing and procedures: 

(1) Change 1 – Establish forwarding procedures to support transactional 

forwarding of SDRs by the losing item manager (LIM) to the gaining item manager (GIM) 

subsequent to a logistics reassignment (LR). Clarify reporting procedures for procurement 

source receipts after LR where the LIM issued the contract including directing the SDR to the 

LIM (owner) as the action activity when a prepositioned materiel receipt (PMR) is provided. 

(2) Change 2 – Specify the allowable number of International Logistics Control 

Office (ILCO) rejections per SDR. 

(3) Change 3 – Remove the current FMS restriction on using Discrepancy Code 

Z2 (repetitive discrepancy). 

(4) Change 4 – Eliminate the DLM exclusion for SDR reporting by activities 

using non-appropriated funds to requisition wholesale materiel. 

(5) Change 5 – Update the time standards for SDRs associated with materiel 

classified secret and above, and nuclear weapons-related materiel (NWRM) to require 

accelerated response. 

(6) Change 6 – Update procedures to prescribe business rules for routing of 

packaging discrepancy SDRs resulting from redistribution of stock between storage activities. 

(7) Change 7 – Update procedures for submission of information only (vice 

action) SDRs for packaging discrepancies below a specified dollar threshold where repackaging 

can be provided by the DLA Distribution Center. 

(8) Change 8 – Revise business rules associated with resubmission of an SDR 

after customer cancellation of the original submission or storage activity completion notice.

(9) Change 9 – Adopt administrative changes for SDR transactions/procedures:

(a) Clarify file naming requirements for SDR attachments. 

(b) Update the list of special characters that can be used in SDR remarks. 

(c) Adopt a new edit to validate user selection of the SDR categories to 

preclude selection of “dual action” (item and packaging discrepancies in the same SDR) when 

not applicable. 

(d) Remove an erroneously mapped data element in the 842A/R SDR 

Reply.

(e) Establish a new “generic” reply code to support storage activity 

forwarding of SDRs to an owner/manager not specifically designated by any of the current SDR 

forwarding reply codes. 
Attachment, ADC 1127 

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(f) Clarify formatting rules for forwarding SDRs to the owner/manager 

for disposition after initial review by the action activity. Establish new rejection Reply Code 943 

to enforce proper formatting of selected forwarding transactions. 

(g) Incorporate clarifications to FMS procedures as published in SAMM 

policy update DSCA 14-10 (Reference 3.g.). 

(h) Update DLM guidance to refer to the “SDR Process Review 

Committee (PRC)” (rather than a subcommittee of the Supply PRC). 

(i) Incorporate Supply Chain Management policy (Reference 3.b.) for 

receipt processing, which directs Components to design supply systems to report supply 

discrepancies as an integral and seamless part of the receiving process. 

(j) Remove references to translation capability used to support nonDLMS interfaces. 

(k) Document information copy business rules specific to various 

business processes. 

(l) Update DLM guidance to provide an overview of WebSDR query and 

management report capability. 

(m) Remove obsolete and redundant guidance related to Industrial Plant 

Equipment (IPE) packaging deficiencies. 

(n) Document WebSDR procedures associated with historical SDRs. 

(o) Update procedures for preparation of WebSDR transaction receipt 

acknowledgment. 

b. Background:

(1) Change 1 – SDR procedures after LR. 

(a) Current procedures for customer SDRs (Document Type 6 or 7) 

require the customer to submit the SDR to the LIM, (i.e., to the source of supply (SoS) from 

which they ordered the materiel). The LIM responds to the SDR for financial resolution. If 

disposition instructions are needed for discrepant materiel received, the LIM must coordinate 

off-line with the GIM to obtain disposition. The LIM must then respond with a consolidated 

response. The current procedures authorize use of Reply Code 506 (SDR forwarded to GIM for 

disposition), but do not support transactional forwarding between the LIM and the GIM. 

(b) Current procedures do not perpetuate guidance for processing of the 

SDR applicable to procurement source receipts where the LIM issued the contract. MILSTRAP 

procedures clearly define the rules that direct the receipt to the LIM. The LIM is then 

responsible for any negotiation with the contractor for resolution of the discrepancy. 

(2) Change 2 – ILCO rejections per SDR. The current rules for ILCO rejection 

of unsatisfactory action activity SDR replies do not specify a maximum number of authorized 

rejections. However, DLA did implement such a restriction. As a result, the DLA Enterprise 
Attachment, ADC 1127 

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Business System (EBS) produced automatic denials starting with the third ILCO rejection. 

ILCO rejections were being denied prematurely by DLA when there was a corrected or contested 

SDR involved resulting in more than three ILCO rejects. After discussion with SDR System 

Administrator and the Air Force ILCO representative, it was agreed that the internal EBS limit 

would be raised to allow up to five ILCO rejections and that this limit would be established as a 

DOD business rule. 

(3) Change 3 – Remove FMS restriction from using Discrepancy Code Z2 

(Repetitive Discrepancy). The SDR Administrator proposed removing this restriction as an 

unnecessary rule that prevents FMS customers from clearly identifying repetitive discrepancies. 

This prevents the action activity from systemically recognizing recurring problems in need of 

more focused attention for corrective action. Currently, the customer may use remarks text to 

alert action activities of recurring problems, but a coded entry would be preferable for analysis. 

(4) Change 4 – Remove the SDR guidance exclusion for SDR reporting by 

activities using non-appropriated funds. The SDR Administrator proposed removing the 

exclusion from use of SDRs for reporting discrepancies involving shipments on requisitions or 

purchase orders from wholesale stock paid using non-appropriated funds. The SDR 

implementation team concurred that the funding source should not be relevant to submission of 

SDRs for supply discrepancies in requisitioned materiel. Some non-appropriated funds activities 

(e.g., the Exchange) are already using WebSDR to submit SDRs to DLA. 

(5) Change 5 – Update SDR time standards for SDR reply for priority 

processing of selected SDRs. This change incorporates guidance for accelerated response to 

SDRs applicable to materiel classified secret and above, and NWRM as published in DODM 

4140.01, DOD Supply Chain Materiel Management Procedures, Volume 11, Management of 

Critical Safety Items, Controlled Inventory Items Including Nuclear Weapons-Related Materiel 

(Reference 3.b.). The accelerated response time standard is necessary to prioritize the most 

sensitive SDRs, eliminate any unnecessary delays in processing of these SDRs, and confirm 

controlled items are properly accounted for and stored in secure facilities.

(6) Change 6 – Business rules for routing of packaging discrepancy SDRs 

resulting from redistribution of stock between storage activities (Document Type R for 

DLA Distribution Centers via DLA Distribution Standard System (DSS) and Document 

Type N for non-DSS storage activities). ADC 184 (Reference 3.c.) specifically addressed 

processing and routing rules for non-packaging discrepancies resulting from redistribution of 

materiel between storage locations. Subsequently, procedures were adopted for routing of SDRs 

pertaining to packaging discrepancies; however, these procedures were never documented in 

DLMS SDR guidance. This gap was identified during an SDR implementation team call and it 

was agreed by Components that the DLM guidance should be updated to document the 

procedures as implemented by DLA Distribution Centers.

(7) Change 7 – Submission of information only (vice action SDRs) for 

packaging discrepancies below a dollar threshold where repackaging can be provided by 

the DLA Distribution Center. DLMS SDR guidance requires the preparation of SDRs based 

upon dollar thresholds, but does not specifically authorize the use of information only SDRs 

when the packaging discrepancy can be corrected by the storage activity based upon prior 

agreement with the Components under stock readiness procedures (Reference 3.f.). This is a 

source of confusion since it gives the appearance that the rules are inconsistent or conflicting.
Attachment, ADC 1127 

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(8) Change 8 – Resubmission of Cancelled/Completed SDR 

(a) This change redefines the transaction set purpose code that can be 

used to reopen a previously cancelled SDR. ADC 452 (Reference 3.e.) outlined the use of 

Discrepancy Code Z6 with Transaction Set Purpose Code 00 (new reports). After discussion and 

coordination between DLA and the Components it has been determined that the process will not 

work with existing implemented SDR systems. The attempted reopening of cancelled or 

completed SDRs as a new report results in potential rejects due to Component system 

interpretation as a duplicate submission. In this context, completed SDRs are those SDRs 

submitted by storage activities for which a completion notice (Transaction Set Purpose Code 

CN) has been provided. DLA submitted a request that a correction transaction using Transaction 

Set Purpose Code CO containing the Discrepancy Code Z6 be used to reopen a previously 

cancelled or closed SDR. This will allow the receiving application to reopen the original SDR 

record retaining the original WebSDR control number and linking the new data with the prior 

submission. Retaining this relationship between the transactions is the primary advantage of 

using the correction format.

(b) The X12 standard does not recognize functional significance 

associated with the sequence in which multiple occurrences of a data element at the same 

position are identified. However, the DLA EBS implementation for their current processing to 

reopen completed SDRs using Discrepancy Code Z6 is based upon the Z6 appearing as the first 

discrepancy code in the transaction. This requirement is perpetuated to the SDR guidance to 

reduce programming impact on DLA. WebSDR will ensure that transactions containing 

Discrepancy Code Z6 map this value to the first discrepancy code in the outgoing transaction. 

(9) Change 9 – Administrative Changes. Several issues encountered during 

implementation of new system interfaces and processing of SDR transactions highlighted a need 

for greater visibility of detailed business rules and update/correction of associated DLMS 

implementation conventions (ICs). 

(a) One requirement is the clarification of existing transaction formatting 

rules for SDRs forwarded using 300-series reply codes. A unique formatting rule was adopted 

by DSS during the original implementation of DLMS SDR transactions. This rule was later 

applied to WebSDR direct input so that non-DSS activities could use these forwarding replies. 

When the process was being implemented by the Army within the Logistics Modernization 

Program (LMP), for use by the non-army-managed items (NAMI) program office when 

forwarding SDRs to DLA after initial research of Army filled lateral redistribution orders 

directed by DLA, the lack of specific formatting details resulted in confusion. The rules require 

the owner/manager to which the SDR is being forwarded for disposition to be identified as the 

routing identifier code (RIC)-To (rather than the DoD activity address code (DoDAAC) of the 

SDR submitter normally used as the “transaction-to” activity). WebSDR then forwards the SDR 

to the designated owner/manager and also captures the RIC as the Transfer-To RIC in the copy 

of the SDR reply sent to the submitter. 

(b) Under some circumstances, such as rejection or SDR receipt 

acknowledgment, WebSDR generates transactions to Component SDR systems using the RIC 

SGA (DLA Transaction Services). Customers may see this RIC and assume it is an appropriate 

action activity for SDRs. Currently any SDR directed to RIC SGA goes to DLA personnel based 

upon the Service/Agency Code S and must be manually researched to determine corrective 
Attachment, ADC 1127 

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action. This can be time-consuming. A new edit should be established within WebSDR to reject 

these SDRs and within Component SDR systems to block their transmission. 

(c) The DOD Supply Chain Materiel Management Procedures, Volume 8 

(Reference 3.b.), elevates the SDR Subcommittee to a full PRC. 

(d) The intent of the supply discrepancy reporting program is to support 

identification of discrepancies identified during receipt processing without requiring separate 

action by receiving or support personnel to manually re-enter receipt information for the creation 

of the SDR in a separate SDR system. Although stand-alone SDR systems are necessary in the 

current environment, such “swivel chair” processing is inefficient; fails to use available 

information within the supply system to ensure properly completed reports, and sometimes 

results in incomplete or inaccurate SDRs. The supply chain procedures (Reference 3.b. Volume 

5) direct the integration of the discrepancy reporting process with the Component’s receiving 

system to reduce manual entry and improve reporting. The integration of receipt and 

discrepancy reporting within a supply system will become more critical as the Department 

implements procedures associated with management and tracking materiel by item unique 

identification (IUID). 

(e) With the implementation of DLMS SDR interface by the Army LMP, 

there is no longer a need for WebSDR to support the Army unique transaction format. This was 

the only non-standard transaction format supported by WebSDR. 

(f) During the design for WebSDR, Components using internal SDR 

systems identified a need for a business process that would allow SDRs to be worked internal to 

the Component or internal to the Component’s SDR application without providing standard 

transaction/email outputs from WebSDR. Historical SDRs (identified by Transaction Set 

Purpose Code 49) were established for this purpose. Historical SDRs are currently employed by 

two systems; the Product Data Reporting and Evaluation Program (PDREP), and the Air Force 

Security Assistance Command (AFSAC) SDR Application (SDR-A). 

1. For PDREP-generated SDRs, the use of historical SDRs allows 

WebSDR to have a full record of the SDR history for query and management report preparation 

without impacting the internal Component SDR system procedures. Without this process, there 

would be duplicate dissemination of SDRs or, conversely, gaps within the WebSDR database. 

2. AFSAC SDRs 

a. For AFSAC SDR-A-generated SDRs, the use of 

historical SDRs allows WebSDR to support internal communication of SDRs prior to 

International Logistics Control Office (ILCO) approval and transmission of the SDR to the 

applicable action activity. Without the historical SDR process there would be premature 

dissemination of SDRs. When AFSAC created SDR-A, it was decided not to build a reply 

capability within SDR-A, but instead to use WebSDR as the centralized tool for inputting all 

replies to the customer. The AFSAC SDR office is the AF ILCO for all AF FMS SDRs. Prior to 

submitting an SDR to a supplier, the ILCO analyst validates the SDR to ensure it meets 

regulatory and Letter of Offer and Acceptance (LOA) timelines for submission, as well as 

minimum dollar value requirements. The analyst also ensures it has supporting documents 

necessary for the supplier to effectively respond to the SDR. If any of these conditions are not 

met, SDR-A transmits the SDR to WebSDR as an historical transaction with an action activity 
Attachment, ADC 1127 

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RIC FNH (AFSAC). Then the ILCO goes into WebSDR and inputs a reply that WebSDR 

transmits back to SDR-A to either request additional information from the customer or close out 

the SDR. If ILCO asked the FMS customer for additional information, and the customer submits 

a correction to SDR-A with that information, SDR-A transmits that SDR to WebSDR with the 

appropriate action activity RIC (e.g. the SoS or shipping depot) as a new original (Transaction 

Set Purpose Code 00) (not a correction) and the SDR posts in WebSDR (using same WebSDR 

control number as the historical). WebSDR must suppress any outgoing information copies of 

the SDR until the new original SDR is established. 

b. An effort to terminate use of historical SDRs for 

AFSAC is currently underway; updates will proceed in SDR-A in two phases. Phase 1 is to 

properly transmit the original SDR with original remarks and attachments, followed by 

correction SDR with correction remarks and attachments as soon as a confirmation is received 

that original is established. For this to work, it is critical that SDR-A receive notification when 

the original with attachments has posted. This is accomplished using the WebSDR transaction 

receipt acknowledgment (outgoing reply transaction with Reply Code 103 (Discrepancy report 

receipt acknowledgment) (Reference 3.h.). Under normal processing that will be within an hour. 

The original will establish the record, followed by the correction to get the rest of the 

information provided by the customer to the supply source. This will eliminate the need for the 

historical to establish the record. AFSAC estimated completion date for Phase 1 is November 

14, 2014. Phase 2 is to stop sending the historical to WebSDR. This will require the 

functionality to create a reply screen in SDR-A estimated for completion in mid-January 2015. 

Staffing Note: The DLMS manual will not be updated to document AFSAC SDR-A processing 

if termination of historical SDRs is achieved. This may occur prior to formal change 

publication. 

c. The processing steps for SDR-A termination of 

historical SDRs is dependent upon notification to AFSAC that the original SDR has posted. 

Currently, WebSDR transaction receipt acknowledgment is prepared as soon as the X12 

transaction passes initial edits; however, prior to the X12 transaction linking to attachments and 

actually posting to the WebSDR. After discussion with DLA Transaction Services, it was agreed 

to revise the logic to delay sending the receipt acknowledgement until the record with its 

associated attachments actually posts to the WebSDR database. When the transaction identifies 

that attachments are being provided and the attachments never show up, the record will post in 

WebSDR without the attachments in about 16 hours (64 processing cycles) after receipt and the 

acknowledgement will be transmitted. When this happens, the submitting system point of 

contact will also receive an error message email from WebSDR that attachments never linked up. 

A correction containing the attachments may be provided to forward the attachments. 

c. Approved Change in Detail: 

(1) Change 1 – SDR procedures after LR. 

(a) Transfer of SDR by LIM to GIM. In the approved system 

enhancement, the LIM would provide an SDR reply with financial resolution. If disposition 

instructions are needed for discrepant materiel, the LIM would include Reply Code 506 (SDR 

forwarded to GIM for disposition) as well as the applicable 300-series forwarding reply code. 

The standard rules for formatting of the 300-series forwarding reply would be used by the LIM. 

The presence of the Reply Code 506 would trigger WebSDR to send an information copy 
Attachment, ADC 1127 

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(Transaction Set Purpose Code 22) of the SDR to the GIM. The LIM’s reply would be updated 

by WebSDR to identify the GIM as the Transfer-To RIC (per current rules for processing of 300-

series forwarding replies) and this transaction would be transmitted to the LIM and the customer. 

The information copy of the original SDR and the forwarded reply from the LIM may be 

transmitted to the GIM at the same time. The GIM’s SDR application should be designed to 

ensure proper sequencing if these transactions arrive out of order. 

(b) Procurement source receipts 

1. Update procedures to reflect guidance consistent with 

MILSTRAP/DLMS guidance (Reference 3.a.) for processing of discrepant receipts and those 

lacking a PMR after LR where the LIM issued the contract. 

2. When a PMR is provided, direct the SDR to the owner (the 

same organization to which the receipt is reported). This may cause the SDR to be sent to an 

owner that is not the current manager for the materiel. 

Staffing Note: This requires a DLA Distribution Standard System (DSS) program modification 

due to current logic that directs the procurement source receipt SDRs (Document Type 9) to the 

manager. 

(2) Change 2 – ILCO rejections per SDR. WebSDR and Component SDR 

systems must accept up to five ILCO rejections per WebSDR control number. WebSDR must 

establish procedures to count the number of ILCO rejections by WebSDR control number and 

reject after the maximum allowable number of rejections is reached. In conjunction with the new 

edit, establish new SDR Reply Code 940 (Transaction rejected. Exceeds maximum number of 

ILCO rejections). SDR remarks will state: “No more than five ILCO rejection replies per 

WebSDR control number allowed. Contact the action activity directly to clarify situation and 

requested corrected action activity response.” 

(3) Change 3 – Remove FMS restriction on using Discrepancy Code Z2 

(repetitive discrepancy) 

(a) Update the definition for Discrepancy Code Z2 to remove the FMS 

restriction. Concurrently, remove WebSDR and Component SDR system restrictions preventing 

FMS customers from selecting Discrepancy Code Z2. 

(b) No change to SDR dollar threshold applies. Each individual SDR 

must comply with the Security Assistance dollar thresholds for SDR submission. The SDR 

submission cannot be based upon the dollar value of the accumulated discrepancies. 

(4) Change 4 – Remove the SDR guidance exclusion for SDR reporting by 

activities using non-appropriated funds. Update DLMS guidance to remove the current 

exclusion as indicated in Enclosure 1. No change to WebSDR processing is required.

(5) Change 5 – Update SDR time standards for SDR reply 

(a) Revise DLMS procedures to require SDR action activities to provide 

immediate feedback upon receipt of SDRs reporting selected discrepancies associated with 

controlled inventory items that are classified secret and above, or NWRM. At a minimum, 

action activities must recognize the materiel classification and provide an interim SDR reply 
Attachment, ADC 1127 

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with interim Reply Code 103 (Discrepancy report receipt acknowledgment) within 24 hours. 

The interim SDR remarks must affirm that appropriate attention to this SDR is underway and 

that a comprehensive response will be provided within the required time standard. Internal 

Component processing rules must be established to ensure the SDR is prioritized for speedy 

research and resolution.

(b) When an interim response is provided, a comprehensive response 

must be provided within 15 business days. If the shipper is not authorized to provide disposition 

instructions based upon Component rules, this will require the shipper to validate the discrepancy 

and the SoS to provide disposition instructions within 15 business days.

These revised rules apply to the following:

1. Discrepancies: shortage, overage, wrong item, mismatch of 

UII/serial number for serially managed/tracked materiel, or receipt of a misdirected shipment, 

AND 

2. Controlled Inventory Item Codes (CIICs): E, F, G, H, K, L, O, 

S, T, W, and 5.

(6) Change 6 – Business rules for routing of packaging discrepancy SDRs 

resulting from redistribution of stock between storage activities (Document Type R for 

DLA Distribution Centers via DLA DSS and Document Type N for non-DSS storage 

activities). Update DLM guidance to clarify that SDRs prepared for packaging discrepancies 

subsequent to redistribution between storage activities must be directed to the shipping activity 

for action with an information copy provided to the owner/manager.

(7) Change 7 – Submission of information only (vice action SDRs) for 

packaging discrepancies below a dollar threshold where repackaging can be provided by 

the DLA Distribution Center. Update DLM guidance to remove obsolete requirements and to 

clarify current business rules. Procedures must explain that SDRs prepared by DLA Distribution 

Centers for packaging discrepancies that can be corrected immediately by the storage activity 

and the corrective action falls below a specified dollar threshold may be provided to the manager 

for information to document the discrepancy and support the use of funds allocated by the 

Components for stock readiness work. DLA and the Services provide Military Interdepartmental 

Purchase Requests (MIPRs) for funding DLA Distribution Center stock readiness work, 

inclusive of repackaging discrepant receipts, under the joint Stock Readiness instruction 

(Reference 3.f.). 

(a) For DLA-managed materiel only, if the materiel received by the DLA 

Distribution Center has a pre-positioned materiel receipt (PMR) on file, no item discrepancies 

are noted, is a secondary item, and the cost to correct the discrepant packaging is less than $300, 

the Distribution Center may perform the corrective action without authorization from the 

owner/manager based upon prior agreement. Therefore, the SDR will be provided to the 

owner/manager for information only using Action Code 1H. For DLA-managed clothing and 

textile commodities, the authorized threshold is $500. 
Attachment, ADC 1127 

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(b) For all other Components, if the materiel has a packaging 

discrepancy, no item discrepancies are noted, is a secondary item, and the cost to correct the 

discrepant packaging is less than $300, the DLA Distribution Center may perform the corrective 

action without authorization based upon prior agreement regardless of whether a PMR was 

provided. Therefore, the SDR will be provided to the owner/manager for information only. 

(8) Change 8 – Resubmission of Cancelled/Completed SDR 

(a) Revise SDR processing procedures to reopen a previously 

cancelled/completed SDR. Component SDR applications and WebSDR must be modified to 

allow corrections (Transaction Set Purpose Code CO) to be used to reopen a previously 

cancelled/completed SDR by citing existing Discrepancy Code Z6. Discrepancy Code Z6 must 

be used in combination with at least one other discrepancy code. The original WebSDR control 

number must be used when submitting such a correction. In this way, all relevant transactions 

will be linked in the WebSDR Composite View in submission sequence and Component SDR 

systems will have visibility of the original submission date.

(b) WebSDR will reject new SDR submissions that match a previously 

cancelled SDR as a duplicate. The duplicate matching criteria are: document number/suffix, 

action activity, transportation control number, and discrepancy code(s) (plus the Automated 

Discrepancy Reporting System (ADRS) control number for SDR prepared by DSS). Reject with 

Reply Code 907. The SDR will include remarks text (or tailored error message for on-line 

WebSDR users) as follows: “A separate new SDR may not be processed after the original SDR 

has been cancelled. If the original SDR was cancelled by mistake, the record may be reopened 

by submitting an SDR correction citing Discrepancy Code Z6 as the first discrepancy code and 

remarks text to clarify the situation.”

(c) WebSDR will reject SDR follow-ups and contested/reconsideration 

requests after the corresponding SDR is cancelled. Reject with Reply Code 907. The SDR will 

include remarks text (or tailored error message for on-line WebSDR users) as follows: “SDR 

Follow-Up (or Reconsideration Request) may not be processed after the original SDR has been 

cancelled. The original SDR may be re-opened by submitting an SDR correction citing 

Discrepancy Code Z6 as the first discrepancy code and remarks text to clarify the situation.”

(d) To preclude rejection by DLA, WebSDR will ensure that transactions 

containing Discrepancy Code Z6 map this value to the first discrepancy code in the outgoing 

transaction. 

(9) Change 9 – Administrative Changes 

(a) SDR attachment file name. Revise procedures to clarify that SDR 

attachment file names must be ten characters in length. SDR systems must use an underscore 

(“_”) to pad the length of the file name if saved by the user with fewer than ten characters. 

Special characters (other than the underscore) are not authorized and WebSDR will replace any 

such special characters in the file name with an underscore. 

(b) SDR text. Revise transaction input guidance to update the allowable 

special characters used in text fields to include the colon, open bracket, close bracket, backward 

slash, and question mark, and remove the ampersand and semi-colon from the previously defined 

list. Add asterisk, and caret to the unauthorized character list. Specific values that are 
Attachment, ADC 1127 

Page 11

acceptable and those that are unacceptable because they are reserved for use as XML parsers are 

delineated as follows. Any characters not specifically identified in these lists should not be used. 

Authorized Special Characters Invalid Special Characters 

@ (at sign) & (ampersand) 

# (number/pound sign) ; (semi-colon) 

$ (dollar sign) < (less than) 

( (open parenthesis) > (greater than) 

) (close parenthesis) ‘ (apostrophe) 

– (dash) “ (quotation marks) 

= (equal sign) * (asterisk) 

+ (plus sign) ^ (caret) 

, (comma) 

. (period) 

: (colon) 

/ (forward slash) 

\ (backward slash) 

[ (open bracket) 

] (close bracket) 

? (question mark) 

(c) Dual action edits. Modify WebSDR direct web input to ensure 

properly submitted discrepancy category codes. Because this value is selected prior to input of 

discrepancy codes, the edit will be performed after the user submits data and will not adjust the 

value as appropriate without rejecting or requiring further user action. Packaging SDRs must 

identify at least one packaging discrepancy code and no non-packaging discrepancy codes (other 

than Z2 (repetitive discrepancy). Dual action SDRs must include at least one P-series 

discrepancy code and one non-P-series discrepancy code (other than Z2). If feasible, a similar 

edit must be applied to SDR transactions.

(d) SDR Forwarding Edit

1. Modify WebSDR validation to prohibit forwarding of an SDR 

to an activity that is not designated as the owner/manager using a 300-series reply code other 

than specifically authorized scenarios. Reject using the new Reply Code 943 (Transaction 

rejected. Forwarding not authorized or transaction not properly formatted.). Include reply 

remarks: “Reply transactions directing forwarding by 300-series reply codes must identify the 

new action activity as the RIC-To and owner/manager. Reply has inconsistent addressing: 

Forward-To='___’; Owner/Manager='___'.” 

2. Reply Code 943 does not apply when used in conjunction with 

Reply Code 506 to forward the SDR from the GIM to the LIM after an LR. This is because the 

owner/manager field will contain the customer’s SoS (the LIM) and will, therefore, differ from 

the action activity (RIC-To) in the forwarded reply.
Attachment, ADC 1127 

Page 12

3. Programming logic must support the identification of additional 

future exceptions to the Reply Code 943 edit criteria. 

(e) Remove duplication of the Code SUS in the SDR reply transaction 

format. The data element associated with the identification of the owner/manager was 

inadvertently added to the DLMS 842A/R implementation convention in two locations. Only 

one is actually implemented and the other is a paperwork error. This change removes the 

extraneous data entry at 2/N101/2800. 

(f) Add Reply Code 309 indicating the SDR is forwarded to the 

owner/manager for disposition. Current 300-series forwarding reply codes specifically 

identify the applicable Component. Existing codes support forwarding SDRs to: Army, Navy, 

Air Force, Marine Corps, DLA, GSA, and Coast Guard. However, there is no code available 

should the storage activity be used for distribution of materiel owned or managed by another 

entity. Prepositioning of a generic forwarding code will support any owner beyond those 

currently defined so there will be a mechanism to forward these SDRs should the need arise. 

(g) Clarify transaction formatting for SDRs forwarded using 300-

series reply codes. Revise DLM guidance to specifically state the unique formatting rule that 

requires the owner/manager (to which the SDR is being forwarded for disposition) to be 

identified as the RIC-To (rather than the DoDAAC of the SDR submitter). WebSDR then 

forwards the SDR to the designated owner/manager and also captures RIC as the Transfer-To 

RIC in the copy of the SDR reply sent to the submitter. 

(h) Edit for use of RIC SGA (DLA Transaction Services) as Action 

Activity or Shipper. Establish a new edit within WebSDR to reject SDRs addressed to RIC 

SGA or identifying SGA as the shipper. This is applicable to all transaction types except 

selected replies that are authorized. At this time, the only reply appropriately addressed to SGA 

contains Reply Code 936 requesting WebSDR provide an information copy of an SDR. 

Component SDR systems must establish a comparable edit to block transmission of SDR 

transactions (other than SDR replies) to RIC SGA, and a block on identifying SGA as the 

shipper. 

(i) FMS SDR procedure clarification 

1. Each ILCO has the authority to use up to $50,000 in FMS 

Administrative Surcharge funds to resolve an SDR. If the ILCO receives an SDR and 

recommends approving the SDR using more than $50,000 in FMS Administrative funds, then 

they must first obtain DSCA approval by submitting an SDR package to DSCA. The package is 

then coordinated within DSCA for a decision. This is the only situation where DSCA becomes 

involved in an SDR (i.e., when the ILCO wants to use more than $50,000 in FMS Administrative 

funds to pay for an SDR). 

2. The intent of the DSCA policy memo (Reference 3.g.) is to 

clarify that SDR packages must be coordinated/staffed/endorsed by the Headquarters element of 

each Service, before they are submitted to DSCA. This is because DSCA recently received 

several large dollar value SDR packages (>$1M) directly from one of the ILCOs without the 

SDR packages being submitted through their Headquarters. Several of the SDRs were the result 

of mistakes made by the Program Offices. This raised a lot of concern and pushback within 

DSCA because many believe the Program Office should fund the SDRs with their funds, not 
Attachment, ADC 1127 

Page 13

FMS Administrative Funds. As a result, the DSCA Principal Director for Business Operations 

requested that all SDR packages be submitted through the Headquarters element of each Military 

Department (MILDEP) before forwarding them to DSCA. The intent was to ensure that the 

MILDEP Headquarters is a) aware of the SDR packages (dollar amount and cause of the SDR), 

and b) agrees with the MILDEP's recommendation that FMS Administrative Funds is the correct 

source of funding to resolve the SDR. 

3. The requirement to submit SDR packages when the Service 

believes the U.S. Government (USG) is liable for the SDR and recommends using more than 

$50,000 in FMS administrative funds is in the Security Assistance Management Manual 

(SAMM). Prior to the policy change, the SAMM just stated that DSCA reviews and approves or 

disapproves SDRs when the implementing agency determines the USG is liable for correction 

and recommends use of FMS funds in excess of $50,000. It did not say anything about how an 

SDR package should be coordinated/routed. 

(j) Update DLM references to the “SDR Subcommittee” to read “SDR 

Process Review Committee.” 

(k) Incorporate DLM language to promote SDR creation as an “integral 

and seamless part of the receiving process.” 

(l) Update WebSDR information copy requirements to document the 

current rule applied to support NAMI funded requisitions to other Components. 

(m) Remove obsolete and redundant DLM guidance applicable to IPE 

packaging deficiencies. 

(n) Update DLM guidance to clarify the purpose and use of historical 

SDRs. 

Staffing Note: If AFSAC SDR-A historical SDRs are terminated as planned, the AFSAC 

process description will not be published in the DLMS manual. 

(o) Update DLM guidance to document the potential delay in 

transmission of WebSDR transaction receipt acknowledgment until after attachments have 

posted. 

d. Revisions to DLM 4000.25 Manuals: 

(1) DLM 4000.25, Volume 2, Chapter 17 revisions (procedures) are shown at 

Enclosure 1. 

(2) DLM 4000.25, Volume 2, Appendix 3 revisions (data elements) are shown at 

Enclosure 2. 

(3) DLMS Implementation Convention (IC) revisions (transactions) are shown at 

Enclosure 3. 

(4) DLMS Dictionary (Logistics Data Resource Management Systems 

(LGDRMS)) revisions (for updates not included in Enclosure 2) are shown at Enclosure 4. 
Attachment, ADC 1127 

Page 14

e. Transaction Flow: Standard SDR transaction flows apply. 

f. Alternatives: None identified. 

g. Proposed DLMS Change 1127 Staffing Response/Comment Resolution:

 Originator Response/Comment Disposition 

1. DLA Concur 

Comments provided: 

c. Requested Change in Detail: 

 (1) Change 1 – SDR procedures after LR 

 (a) Transfer of SDR by LIM to GIM - Why are 

both Reply Codes 506 and 300 being used. Using existing 

functionality we would use the 506 to forward to the RIC of the 

GIM using the “transfer to”. For EBS an RFC would be required 

to implement use of the 506 Reply Code. Also, we were under the 

belief that the 300 series had no functionality behind it. Is DLMS 

building functionality for the 300 series? If so, how would the 300 

functionality work? 

Response: The intent behind using two codes was to leverage 

existing codes and functionality. So we use the 506 because that 

already says the SDR is being forwarded by LIM to GIM, but 

since there is no system process supporting that code, we add the 

300 which says the SDR is being forwarded to the specific 

Service/Agency. WebSDR will recognize the 300 reply code and 

send the SDR to the RIC-To and make a copy for the customer 

under standard rules that are already programmed. SDR replies 

using a 300-series forwarding reply code must always be 

addressed to the RIC-To that the reply needs to go to. This may 

be new programming for EBS if DLA doesn’t use the 300-series 

forwarding replies (or use don’t format correctly), but would mean 

new no programming for WebSDR or LMP, which already have 

this functionality. 

 (2) Change 2 – ILCO rejections per SDR – EBS has 

submitted RFC BTQ-12-018 to become compliant with change. 

Response: Noted. 

 (3) Change 3 – Remove FMS restriction on using 

Discrepancy Code Z2 (repetitive discrepancy) – Just want to 

clarify that additional discrepancy code must accompany the Z2. 

Response: Agree. Guidance does stipulate this requirement. 

4) Change 5 – update SDR time standards for SDR reply – TQ 

wants clarification that the 24 hr response is required only by the 

depot since they are the initial party to receive the SDR. This 24 hr 

response would not apply to the ICP once the depots reply (11) to 

the SDR. The ICPs are the “second” action point, and a 24 hour 

response would have already been provided by DLA Distribution 

Depots. 

Response: The first response has to be within 24 hours, so the 

DSS response within this time standard would be sufficient as the 

interim response to be followed by the final response from EBS 

within 15 days. The only concern is that the SDR reply from DSS 

is supposed to say that the final response will follow within 15 

Noted. 

(Responses to comments shown 

directly below each comment.) 
Attachment, ADC 1127 

Page 15

 Originator Response/Comment Disposition 

days so the submitter knows that the SDR is being given 

appropriate attention. EBS would have to recognize the CIIC to 

ensure personnel expedite the final response. 

 (5) Change 7 – Submission of information only (vice action 

SDRs) for packaging discrepancies below a dollar threshold where 

repackaging can be provided by the DLA Distribution Center – 

for clarification, does this apply to a depot submitted SDR that 

contains only a packaging discrepancy code and no other 

discrepancy code? 

Response: Yes. 

(6) Change 9 – Administrative Changes – 

(a) SDR attachment file name – why 10 characters on the file 

name length? Require enough characters to have an identifier to 

link to the QN. 

Response: The 10 character text name is just for the narrative 

part of the name or the original user-assigned name. The 

remaining characters of the file name are system-assigned and 

follow the construct rules in the dictionary (the actual file name is 

50 positions, since it includes the document number/suffix, the 

beginning segment code, a date/time stamp, and a serial number). 

(b) SDR text – EBS has no way to exclude certain special 

characters from text entry. Can Web replace any invalid special 

characters with “_” and send through? 

Response: The process to "fix" the embedded special characters 

depends on: 

1) The special characters used 

2) In what format the originating file is sent to DLA Trans Svcs 

3) What format the forwarded transaction takes 

Essentially, the fix would be manual process; therefore, the goal is 

for the system creating the data to block input that will not pass 

syntax edits (for XML or EDI). 

(c) Please clarify. Packaging SDRs must identify at least one 

packaging discrepancy code and no non-packaging discrepancy 

code (other than Z2 (repetitive discrepancy)). Does this mean one 

or more P-series discrepancy codes and no discrepancy code other 

than P-series? 

Response: Yes. Dual action SDRs must include at least one Pseries discrepancy code and one non-P-series discrepancy code 

(other than Z2). Does this mean only P-series discrepancy and one 

or more non P-series discrepancy codes? If so, what is the 

difference? They both have more than one discrepancy code. One 

contains P only and the other contains P and non-P. 

For WebSDR, this data element is a user entry at the beginning of 

the Web input (before discrepancy codes for the SDR are 

identified). We always relied on the user to select the correct 

code: Packaging/Item/Dual. Then we got complaints that Service 

systems were receiving SDRs identified as dual where there was 

no packaging discrepancy or identified as a packaging discrepancy 

when actually dual. We are looking for some simple edits to add 

to WebSDR processing to try to improve data quality without a 
Attachment, ADC 1127 

Page 16

 Originator Response/Comment Disposition 

significant redesign to the Web input screens. 

(f) Add Reply Code 309 indicating the SDR is forwarded to the 

owner/manager for disposition – Again, we were under the belief 

that there was no functionality behind the 300 series codes. If 

functionality exits and an SDR was forwarded on materiel 

owned/managed by another entity. Would that mean that the other 

entity would have to have a RIC for forwarding. If no RIC, how 

would the SDR be forwarded? 

Response: There is functionality, but it is different from the 504 

forwarding. The requirement is that the system creating the reply 

identifies the RIC-To in the transaction as the RIC of the activity 

they want the SDR to be sent to (rather than the DoDAAC of the 

activity that submitted the SDR). WebSDR will pass the SDR 

reply to that activity and make sure the submitter gets a copy of 

the reply. This rule dates back to original functionality in DSS 

when DLMS SDRs were first implemented. The advantage over 

the 504 forwarding is that it provides the reply narrative to the 

forwarded-to activity. When using the 504, the new activity only 

gets a new 00. 

(h) Edit for use of RIC SGA (DLA Transaction Services) as 

Action Activity – Request you also reject when they identify SGA 

as the shipping activity. Many of the AF SDRs that are failing 

have SGA as both the action and shipping activity. 

Response: Will do. 

2. Air Force Concurs with comment: 

ILS-S concurs with the following comments: 

1. PDC 1127 calls for several changes in SDR procedures - there 

are nine changes in all in the PDC. Changes are listed in PDC 

Section 4 (Requested Changes). The change number/change 

descriptions that impact ILS-S are listed below. ILS-S will need to 

make software changes to accommodate these changes. 

 (5) NWRM SDR submission reduced time criteria. 'Staffing 

Note' in the PDC requested components to review listed CIICs - 

After validating the CIIC codes to be used for change 5 - Per 

DoDM 4100.39M, Volume 10, Table 61, October 2010; 

recommend adding Classified Items Code 'O' (the letter) and 

Sensitive Items Code '5'. 

 (8) Resubmission of SDR 

 (9b) special characters allowed in remarks section 

 (9d) adding a new reply code '943' 

Noted. 

Concur. ADC updated to add CIIC 

O (identifying unclassified 

NWRM) and CIIC 5 (identifying 

secret AA&E). 

3. Army Concur with comment. Noted. 

4. Navy Concur Noted. 
Attachment, ADC 1127 

Page 17

 Originator Response/Comment Disposition 

NAVSEA: 

The types of files permitted in PDREP goes beyond any software 

most users would ever have to convert into some other format ... 

the ones that not accepted by WebSDR will not be transmitted. 

Files types accepted by all PDREP-AIS applications are: 

jpg, txt, gif, bmp, doc, pdf, xls, tif, docx, xlsx, docm, xlsm, png, 

zip, ppt, pptx, var, ita, rdf, rtf, xml, xfdl, csv, mdb, msg, mht, avi , 

mov, wav, wmv , tiff 

The maximum files size is 25MB. 

It is not acceptable to block the 

transmission of the attachment if 

the user thinks it went forward. 

PDREP must either stop accepting 

unacceptable types in PDREP or 

tell the user that the file type is not 

acceptable for transmission to DoD 

WebSDR at the time the user 

uploads the file for attachment. 

Resolution: NAVSEA will notify 

the user that certain file types are 

not accepted by WebSDR and thus 

not transmitted at the time of 

upload. 

5. Marine Corps Concur Noted. 

6. USTRANSCOM Abstain. There is no impact to USTRANSCOM systems based on 

this change. 

Noted. 

7. Security 

Assistance 

AFSAC submitted the following questions: 

1. Change 1--Paragraph 4c(1)(a): Transfer of SDR by LIM to 

GIM. If we are interpreting correctly, it appears that 506 is just 

clarification that the reason for forwarding via the 300 series reply 

to the owner/manager for disposition instructions is because they 

are the GIM of the NSN. We should make sure our system 

updates the action RIC in our system to the GIM RIC--right? 

2. Change 9--Paragraph 4c(9)(d): SDR Forwarding Edit. The 

initiating system does not normally get SGA rejects (which makes 

us unaware that a record has been rejected and is not being worked 

in many cases). In this case, if a 943 is generated back to the 

owner/manager saying that the cannot forward SDR, and this will 

not cause the record to reopen in the owner/manager system 

(which it probably should), it is critical that a copy of the 943 

transaction reject reply be sent to the initiating system as well. 

Otherwise, we will not know that the record is now in limbo until 

it gets resubmitted to correct action activity--OR... will the record 

reopen and the owner/manager will have to either work it or send 

a reply to initiator telling them to resubmit to a different action 

activity? 

3. Change 9--Paragraph 4c(9)(f): Add Reply Code 309... Is this 

just a catchall in case there happens to be an owner/manager that 

is not in the 302-307 series. We cannot think of a situation where 

this code would apply? 

1. AFSAC understanding of intent 

is correct. 

2. Reply Code 943: Note that the 

definition and usage of the Reply 

Code 943 has been updated for the 

ADC. The plan is to send this 

rejection reply back to the activity 

that created the 300-series 

forwarding reply. The 300-series 

forwarding reply will not reach any 

other organizations because of the 

rejection at WebSDR. The 

expected result is that the record be 

reopened and the reply 

corrected/reformatted and 

retransmitted. 

3. SDR Forwarding/Reply Code 

309: The 309 is a proactive code 

assignment with no immediate use. 

Under current design, WebSDR 

uses the RIC-To in the SDR reply 

rather than the specific forwarding 

reply code which may be too 

generic for routing purposes (e.g., 

a code indicating “forwarding to 

DLA” translates to RIC SMS, but 

“forwarding to the Air Force” 

needs a specific owner/manager 

RIC). The new code will be used 

should DLA enter into an 

agreement for DLA storage of 

materiel belonging to an 

owner/manager not covered by the 
Attachment, ADC 1127 

Page 18

 Originator Response/Comment Disposition 

existing code set (e.g., Special 

Operations Command). 

5. REASON FOR CHANGES: These changes modify SDR procedures to fill process gaps 

and improve transactional interfaces to ensure timely and appropriate handling of SDRs. 

6. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: 

(1) New edits and processing rules will ensure that only valid SDRs are accepted. 

(2) New business rules will expand the functionality of WebSDR and Component 

SDR applications. 

(3) Clarification/documentation of existing rules will promote better 

understanding of SDR processing procedures. 

(4) Deletion of obsolete procedures from guidance to avoid confusion. 

(5) Documentation of previously undocumented procedures provides greater 

visibility of these procedures and supports consistent guidance among multiple SDR-related 

instructions and training guidance. 

(6) Updates to the DLM will bring the DLMS manual into compliance with the 

DOD Supply Chain Materiel Management Procedures. 

(7) The new response time standard will impose tighter controls for the most 

sensitive materiel. 

(8) Providing clear guidance for integration of the discrepancy reporting process 

within the Component automated system used for receipt processing is intended to 

motivate/expedite development of SDR functionality within Component modernized systems 

including, but not limited to, LMP for Army storage activities and Component Global Combat 

Support Systems (GCSSs) for retail/tactical level receipts. 

b. Disadvantages: None noted. 

7. ADDITIONAL COMMENTS TO CONSIDER: None identified. 
Attachment, ADC 1127 

Page 19

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: The target date for 

WebSDR programming updates is six months from the date of this approved change. DLA 

Distribution has reported that the DSS change to add repackaging cost as discrete data elements 

for DLA Distribution Center receipts is targeted for release March 2015. Reply Code 943 is 

already in use, but will be updated to adjust the explanation/remarks and allow the identified 

exception. 

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not available. 

10. IMPACT: 

a. New DLMS Data Elements: None identified. 

b. Changes to DLMS Data Elements: New SDR Reply Codes 309 and 943 are added. 

The definition for Discrepancy Codes Z2 and Z6 are updated. Refer to Enclosure 2. Revise the 

explanation of the SDR Attachment File Name data element in the remarks field, per 

Enclosure 4. 

c. Automated Information Systems (AIS): As applicable, Component SDR systems 

must: 

(1) Be able to process incoming reply transactions from the LIM and accept the 

information copy of the SDR based upon a document number unrecognized by the GIMs order 

fulfillment system for SDRs associated with an LR. 

(2) Allow a maximum of five ILCO rejections per WebSDR control number. 

(3) Appropriately edit for use of acceptable/invalid special characters. 

(4) Allow FMS customers to report repetitive discrepancies using Discrepancy 

Code Z2. 

(5) Recognize new Reply Code 943 used by WebSDR to prevent transactions 

from being forwarded in a loop. 

(6) Properly format SDR attachment file names. 

(7) Properly format resubmission of an SDR as a correction after it was 

previously cancelled/completed by the submitter. DLA has noted that this change will impact 

EBS, even though a similar process already supports reopening of DLA Distribution Center 

SDRs. The issue is that the reopened SDR might identify the DLA Distribution Center for initial 

action requiring EBS to retain the SDR in a “postponed” status pending the DLA Distribution 

Center reply (this action is not necessary under the current EBS processing sequence). 

(8) Support monitoring and workflow to ensure that action activities responding 

to SDRs for controlled inventory item shipments that are classified secret and above or NWRM: 

a) provide an immediate acknowledgment that the SDR is being processed and will receive 

appropriate attention and b) provide final response within 15 business days. 
Attachment, ADC 1127 

Page 20

(9) Ensure that receiving activities are supported by SDR systems that are 

integrated with their receiving process rather than stand-alone SDR systems. 

(10) PDREP must ensure that forwarding replies to identify a new action activity 

are not transmitted to WebSDR subsequent to submission of a historical SDR. A new original 

SDR must be submitted in order to enable standard processing of transactions by WebSDR. 

(11) DSS must modify identification of the action activity for procurement 

source receipts where a PMR is provided (to direct the SDR to the owner, vice standard routing 

to the manager). 

d. DLA Transaction Services: Significant changes to DOD WebSDR include: 

(1) Develop new logic for handling reply transactions citing Reply Code 506 in 

conjunction with a 300-series reply code to transmit an information copy of the SDR in addition 

to the SDR reply to the GIM (identified as the RIC-To in the LIM reply). 

(2) Remove the restriction in WebSDR to allow FMS transactions to use the 

Discrepancy Code Z2. 

(3) Recognize new Reply Code 309. 

(4) Properly format/accept resubmission of SDRs as a correction after customer 

cancellation/completion. 

(5) Move Discrepancy Code Z6 to the first discrepancy code position in outgoing 

transactions.

(6) Edit SDRs for proper designation of packaging, supply, and dual action 

categories.

(7) Revise edit used to block forwarding replies that are not properly formatted 

(not forwarded to the designated owner/manager) to include revised reply remarks and allow for 

the exception when used in conjunction with Reply Code 506.

(8) Suppress outgoing information copies of replies applicable to historical 

SDRs.

e. Non-DLA Logistics Management Standards Publications: Process revisions 

require update to internal operating procedures and other published SDR guidance. 
ADC 1127 Enclosure 1 

Page 1 

Enclosure 1, Defense Logistics Manual (DLM) Chapter Revisions 

Revise DLM 4000.25, Defense Logistics Management System, Volume 2, Chapter 17, Supply 

Discrepancy Reporting, as shown. 

Changes are identified by bold red italics and strike-though text. Intervening text between 

updated paragraphs is not shown. Paragraphs will be renumbered as appropriate due to 

identified revisions. 

 “C17.1.2. Component SDR Systems. The intent of the supply discrepancy reporting 

program is to support reporting of discrepancies identified during receipt processing without 

requiring separate action by receiving or support personnel to manually re-enter receipt 

information for the creation of the SDR in a separate, stand-alone SDR system. To facilitate 

the preparation of complete and accurate SDRs, Components must design supply systems to 

report supply discrepancies as an integral and seamless part of the receiving process. 

 ---------- 

 C17.1.4. DLMS Subcommittees Process Review Committee (PRC). The DoD Component 

members of the SDR Subcommittees PRC (U.S. and Security Assistance) of the DoD Supply 

Process Review Committee are identified on the SDR Subcommittee PRC page of the DLA 

Defense Logistics Management Standards Office Website. The SDR PRC is responsible for the 

development, expansion, improvement, maintenance, and administration of supply 

discrepancy related procedures and SDR transaction processing under the DLMS.

 ---------- 

 C17.1.6. Exclusions. The following types of discrepancies are excluded from the 

provisions of this publication: 

 C17.1.6.1. Discrepancies found while materiel is in storage. Two exceptions to this 

exclusion are: 1) short shipment and wrong item discrepancies discovered upon opening a sealed 

vendor pack may be reported by U.S. Government customers only, and 2) materiel in storage in a 

sealed vendor’s pack that is later discovered to have been shipped with discrepancies relating to 

item unique item identification (IUID) data (serial number or unique item identification (UII)). 

These may be reported as SDRs and are not subject to submission timeframes. Refer to IUID 

discrepancies below. 

 C17.1.6.2. Discrepancies involving local deliveries to, or returns from, internal or 

satellite activities. This exclusion is not applicable to on-site DLA Distribution depot Center

shipments. 

 C17.1.6.3. Discrepancies involving shipments of privately-owned vehicles. 

 C17.1.6.4. Discrepancies involving shipments on requisitions or purchase orders 

from personnel services activities citing non-appropriated funds.

 ---------- 
ADC 1127 Enclosure 1 

Page 2 

 C17.3.2.8. Packaging Discrepancies 

 C17.3.2.8.1. Improper Packaging. Report any unsatisfactory condition 

resulting from improper packaging that causes the item, shipment, or package to be vulnerable to 

any loss, delay, or damage according to the specific conditions cited. Unless otherwise 

indicated, the minimum dollar value reporting criteria is when the estimated/actual cost of 

correction exceeds $100; or the value of the item, shipment, or package is $2500 or over, 

regardless of the estimated or actual cost to correct the packaging discrepancy. This may include 

loss or damage to the item, shipment, or package except when a report is otherwise required by 

DTR 4500.9-R, Defense Transportation Regulation, Part II, Cargo Movement. Where encoded 

information on the SDR is not sufficient, the submitter should provide detailed descriptions of 

how the materiel was packaged, as well as the actual damages incurred to the materiel. The 

submitter will also include, when available, the estimated cost of correction of packaging on the 

initial SDR. 

 C17.3.2.8.2. Packaging Discrepancies Noted at DLA Distribution Depots

Centers. To ensure proper billing visibility and traceability of preservation, packaging, packing 

and marking (PPP&M) costs, indicate if the materiel is a major item, i.e., ships, aircraft, 

missiles, ammunition, vehicles, etc., or secondary item, i.e., any item that supports a major item 

such as reparables, consumables, assemblies, etc. DLA Distribution Centers will must include 

projected or actual the estimated costs for repackaging, including the discrete cost for labor and 

repackaging materiels. If actual, indicate the date corrective action was completed. 

 C17.3.2.8.2.1. For DLA-managed materiel only, if the materiel received 

by the DLA Distribution Center has a PMR on file, no item discrepancies are noted, is a 

secondary item, and the cost to correct the discrepant packaging is less than $300, the DLA 

Distribution Center may perform the corrective action without authorization from the 

owner/manager based upon prior agreement. The SDR will be provided to the owner/manager 

for information only using Action Code 1H. For DLA-managed clothing and textile 

commodities, the authorized threshold is $500. 

 C17.3.2.8.2.2. For all other Components, if the materiel has a 

packaging discrepancy, no item discrepancies are noted, is a secondary item, and the cost to 

correct the discrepant packaging is less than $300, the DLA Distribution Center may perform 

the corrective action without authorization based upon prior agreement regardless of whether 

a PMR was provided. The SDR will be provided to the owner/manager for information only. 

---------- 

 C17.3.2.8.10. Repetitive Packaging Discrepancies. Include Discrepancy Code 

Z2, Repetitive Discrepancy, with the other specific packaging discrepancy code(s) to report 

repetitive packaging discrepancies that impose a significant burden on receiving or 

transshipment activities. Total costs to correct packaging will be included in the SDR. For 

FMS SDRs reporting repetitive packaging discrepancies, each individual SDR must comply 

with the Security Assistance dollar thresholds for SDR submission. The SDR submission 

cannot be based upon the dollar value of the accumulated discrepancies.

 ---------- 
ADC 1127 Enclosure 1 

Page 3 

 C17.3.2.12. Repetitive or Other Discrepancies. U.S. receiving activities will 

report repetitive discrepancies, regardless of dollar value. For FMS SDRs reporting repetitive 

discrepancies, each individual SDR must comply with the Security Assistance dollar 

thresholds for SDR submission. The SDR submission cannot be based upon the dollar value 

of the accumulated discrepancies. Additionally, receiving activities may report any other 

discrepant condition of an item not specifically identified in this chapter at the time of receipt, 

unless listed specifically under exclusions.” 

 ---------- 

 C17.3.3. SDRs Resulting from Redistribution Orders (RDOs). The following procedures 

are applicable to DLA Distribution Centers and may be applied to other storage activities as 

directed by the responsible Service/Agency. When a distribution depot storage activity receives 

an RDO from another distribution depot a shipment based upon a redistribution order and the 

materiel is short, over, wrong, or quality deficient, or otherwise discrepant the receiving depot 

activity will: 

 C17.3.3.1. RDO Shortage. Prepare the SDR to report shortage and use Action Code 

1D (materiel still required). The shipping depot activity will receive the action copy; the ICP 

will receive an information copy. The depot shipping activity receiving the SDR will treat it as a 

priority and conduct inventories as appropriate. If the inventory confirms an over balance, the 

depot shipping activity will respond using Disposition/Status (Reply) Code 123 (materiel will be 

reissued at no charge) citing inventory conducted and verified shipment error. If the inventory 

confirms correct balance or the balance is short, the depot shipping activity will reply with 

Disposition/Status (Reply) Code 126 (materiel not available for reshipment) or 701 (SDR 

rejected) citing inventory conducted and no overage was discovered; no materiel will be shipped, 

OR, inventory conducted and shortage was identified; loss adjustment recorded on depot 

accountable record, no materiel will be shipped. 

 C17.3.3.2. RDO Overage. Prepare the SDR to report overage using Action Code 1B 

(materiel being retained). The shipping depot activity will receive the action copy; the ICP will 

receive an information copy. The depot receiving the SDR will treat it as a priority and conduct 

inventories as appropriate. If the inventory confirms an over-shipment error, the shipping depot 

activity will respond with Disposition/Status (Reply) Code 137, annotating that inventories were 

conducted and balances were adjusted to show correct on hand balance. If inventory confirms no 

over-shipment was made, the shipping depot activity will respond with Disposition/Status 

(Reply) Code 701 (SDR rejected), citing inventory conducted and on-hand balances are correct. 

 C17.3.3.3. RDO Wrong Item. Prepare the SDR to report receipt of wrong item using 

Action Code 1D (materiel still required). The shipping depot activity will receive the action 

copy; the ICP will receive an information copy. The depot shipping activity receiving the SDR 

will treat it as a priority and conduct inventories on both the wrong item that was shipped and the 

correct item that was not shipped. No distribution depot DLA Distribution Center will request 

or authorize return or movement of wrong materiel received as an RDO; the ICP/IMM will make 

all materiel movement decisions. If the inventory confirms an overage of the correct NSN, the 

shipping depot will respond using Disposition/Status (Reply) Code 123 (materiel will be reissued 

at no charge), citing inventory conducted and shipment error confirmed; materiel will be shipped 

to correct shipment error. If the inventory fails to confirm an overage of the correct NSN, but an 

inventory of the wrong NSN reveals a shortage, the shipping depot activity will reply using 

Disposition/Status (Reply) Code 126 (materiel not available for shipment), citing inventories 
ADC 1127 Enclosure 1 

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conducted on both NSNs confirm shipment error; accountable record corrected; no materiel will 

be shipped. Report wrong item receipts of controlled inventory, arms, arms parts, and explosives 

within 24 hours. 

 C17.3.3.4. RDO Quality-Related Issues. Prepare an SDR when quality-related issues 

are noted upon receipt, or when materiel received on the RDO must be suspended prior to stow. 

The action copy will be sent to the item manager ICP/IMM using Action Code 1A (disposition 

instructions requested). An information copy will be prepared for the materiel owner directing 

the redistribution if different from the item manager. The ICP/IMM action activity will 

respond to the receiving depot activity with disposition instructions, to include condition code 

change requirements where appropriate. Refer to quality-related issues in paragraph C17.3.2.9. 

 C17.3.3.5. Packaging, Documentation, and Other Discrepancies. Prepare the SDR 

to report the discrepancy using Action Code 1H (information only) where the receiving activity 

is able to process the receipt and there is no impact to the shipping activity inventory records. 

Include repackaging costs when applicable. The shipping activity will receive the action copy; 

the ICP will receive an information copy. The storage activity receiving the SDR will review 

the SDR for corrective action for future shipments and record the SDR trend analysis. No 

response is required for Action Code 1H SDRs.

 ---------- 

 C17.3.5. Discrepancies Resulting from Lateral Redistribution Orders (LROs) on Total 

Asset Visibility (TAV) Shipments. Coordination with the Military Service shipping activity is 

recommended prior to ICP resolution of the SDR. An exception from normal routing exists for 

SDRs entered via DoD WebSDR on LROs for TAV shipments between DLA and the Army’s 

Non-Army Managed Items Group, Supply Directorate (NAMI Group, RIC AJ2)". 

 C17.3.5.1. All SDRs submitted for DLA-directed LROs where the item is managed 

by DLA, owned by Army’s Non-Army Managed Items (NAMI) Group, Supply Directorate

(Routing Identifier Code (RIC) AJ2), and shipped from an Army CONUS site, will must be sent 

to NAMI for investigation, with an information copy to DLA (RIC SMS). This is normally 

accomplished via exception routing rules within DoD WebSDR. SDRs meeting these criteria 

will be assigned Document Type V. Any SDRs received directly by DLA will be forwarded to 

NAMI (RIC AJ2) via SDR forwarding reply citing Reply Code 504. NAMI will research the 

discrepancy and forward recommended disposition to DLA for final action. The NAMI action 

activity will provide recommended disposition to DLA within 25 calendar days using an SDR 

forwarding reply citing Reply Code 307. After 25 calendar days have elapsed and NAMI 

recommended resolution has not been received, DLA will follow-up for recommended 

disposition. 

 C17.3.5.2. Upon receipt of recommended disposition, DLA will review and provide 

final decision to the customer, along with an information copy to NAMI. DLA will be 

responsible for reversing credit to the TAV shipping activity, issuing credit to the requisitioner, 

and deleting activities from the TAV process due to poor performance, in coordination with 

NAMI. 

 C17.3.5.3. If Army shipped the wrong item or an overage, NAMI will be responsible 

to provide the customer with disposition instructions and/or directions for returning the item 

back to Army. If the item is to be retained by the customer, NAMI will be responsible for 
ADC 1127 Enclosure 1 

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financial actions as appropriate. DLA will not reimburse the shipper for wrong item or over 

shipments of Army issues relative to TAV. 

 ---------- 

 C17.3.8.1. Report supply-related discrepancies involving IUID under DoD IUID 

Supply policy, including but not limited to Unique Item Tracking (UIT) programs, or as 

contractually required. Pending full transition to DoD IUID Supply policy using the unique item 

identifier (UII), SDRs identifying discrepancies in IUID data will be prepared citing both UII 

and/or corresponding serial number, when both are available. 

 ---------- 

 C17.3.10.2. SDR Distribution for Shipment (Item) Discrepancies 

 C17.3.10.2.1. DoD Originated Shipments. SDRs will normally be directed to 

the DoD shipping activity with exceptions and specific business rules as follows. 

 C17.3.10.2.1.1. Army Directed Shipments. 

 C17.3.10.2.1.1.1. Army Managed Items (AMI) and Non-Army 

Managed Items (NAMI)) Shipments. Initial action will be directed to the source of supply 

(SoS). The only valid Army action activity/SoS RICs are AKZ, A12, A35, AJ2, AP5, B14, B16, 

B17, B46, B64, and B69. Army users are advised not to submit SDRs to single stock fund (SSF) 

site RICs or to Army shipping depot RICs via DoD WebSDR. There are currently no WebSDR 

interfaces to support SSF sites or Army shipping depots. The Army action activity can be 

determined from the shipping documentation (e.g., the RIC in record position 67-69 of the DD 

1348-1A), or as part of a NIIN/NSN or Part Number search in WebFLIS 

(http://www.dlis.dla.mil/webflis/). Note that the FLIS SoS will not apply if the requisition was 

filled by AJ2, Non-Army Manager Item (NAMI) SoS. Services ammunition users are advised to 

send SDRs to B14 for ammunition commodity discrepancies. These SDRs will be further routed 

by the Army to Army ammunition storage depots that manage Army, Service common, and 

Service unique ammunition stock. 

 ---------- 

 C17.3.12.1.2. Replies. Responsible Action activities will reply to SDRs by 

submission of a DLMS 842A/R to WebSDR or via direct WebSDR input. Pending 

implementation of DLMS, other previously authorized SDR response formats may be used. 

SDR replies must indicate the appropriate disposition, e.g., acknowledgment of the report, 

disposition of the materiel, validation of the report with authorization of financial adjustment, 

and/or instructions for repackaging, repair or other types of corrective action. SDR replies must 

contain the appropriate discrepancy code consistent with all information provided by the 

customer. This may require updating of the discrepancy codes used by the customer to assign 

the appropriate discrepancy code for the scenario described in the SDR remarks. The action 

activity will identify the disposition/status using the appropriate Reply Code (Appendix 3). 

Action activities must ensure that inappropriate reply codes are blocked from use when 

responding to transshipper SDRs (Document Type Code W). Shipment information applicable 

to direct vendor deliveries, new procurement, etc., must be completed by the action activity 

where incomplete or inaccurate on the original report. This includes identification of the 
ADC 1127 Enclosure 1 

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shipping activity or vendor (by CAGE), contract number, and identifying shipment numbers. 

DLMS compliant applications must also ensure that direct vendor delivery shipments are 

identified by Document Type Code 6 on the SDR reply, regardless of what the customer 

originally designated. Historical replies (transactions citing Transaction Set Purpose Code 49) 

will be used to fulfill these requirements where the submitter indicated that an SDR reply was 

not required. 

 ---------- 

 C17.3.12.1.2.1. Interim Replies. Interim replies may be used to inform 

the submitter that an SDR has been forwarded to another organization for investigation or 

resolution. Responsible activities must provide an interim reply where a final reply cannot be 

provided within the established timeframes. Failure to meet the established timeframes must be 

caused by reasons outside the control of the ICP/IMM or GSA. Such interim replies will identify 

any other action activities involved and, when feasible, indicate when additional status will be 

provided. Identify the interim disposition/status using the appropriate Reply Code (Appendix 3). 

If no coding exists to specifically identify the reasons for the delay, select Reply Code 137 and 

provide a clear-text explanation. 

 C17.3.12.1.2.1.1. Storage Activity/Initial Action Activity 

Forwarding to the Owner/Manager. When the SDR is directed to the shipping activity (e.g., 

DLA Distribution Center) or other authorized initial action activity (e.g., the NAMI program 

office for SDRs subsequent to inter-Component lateral redistribution) for initial investigation, 

the specific discrepancy or Component-directed procedures may require that the SDR be 

forwarded to the owner/manager for final resolution. These SDRs are forwarded using the 

applicable 300-series forwarding reply code. 

 C17.3.12.1.2.1.1.1. The SDR reply transmitted by the 

initial action activity using a 300-series reply code is interpreted as an interim reply and may 

include the results of investigation and the recommended financial resolution and disposition. 

It is responsibility of the owner/manager to which the SDR was forwarded to provide the final 

response. The final response may differ from that provided on the interim response. 

 C17.3.12.1.2.1.1.2. A unique formatting rule is required 

for 300-series forwarding replies requiring the owner/manager to which the SDR is being 

forwarded to be identified as the RIC-To (rather than the DoDAAC of the SDR submitter 

normally used as the “transaction-to” activity in the SDR reply). The RIC-To must match the 

owner/manager data field unless a specific exception to this rule is authorized. WebSDR will 

forward the SDR to the designated owner/manager for action and a copy will be provided to 

the SDR submitter. WebSDR will populate the owner/manager RIC as the Transfer-To RIC in 

the copy of the SDR reply sent to the submitter to specifically identify the activity to which 

action has been transferred. When used by a storage activity, the submitter’s SDR application 

must be updated to reflect the new action activity while retaining the SDR in an open status. 

 ---------- 

 C17.3.12.1.2.4. Completion Notification. A completion notification, 

identified by Transaction Set Purpose Code CN in the SDR reply, will be used by the storage 

activity to communicate with the ICP/IMM that final action has been taken on an SDR requiring 

a materiel disposition action. This is equivalent to indicating that the storage activity has closed 
ADC 1127 Enclosure 1 

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the SDR. The receiving SDR system may close the SDR as well or keep it open for additional 

actions. It will be provided in the following specific situations and will be available for 

additional use as needed. 

 C17.3.12.1.2.4.1. The storage activity will use a completion 

notification to inform the ICP/IMM that all action is complete using Reply Code 410. 

 C17.3.12.1.2.4.2. The storage activity will prepare a completion 

notification to notify the ICP/IMM that the SDR has been closed due to zero balance on record. 

The ICP may close the SDR due to the materiel no longer being available. If SDR is a 

Document Type 9, then the ICP must take further action to locate new procurement materiel. 

 C17.3.12.1.2.4.3. The storage activity will use a completion 

notification to inform the ICP/IMM that materiel disposition could not be completed due to zero 

balance at storage location using Reply Code 412 and clarifying remarks. The ICP may close the 

SDR due to the materiel no longer being available. If the SDR is a Document Type 9, the ICP 

must take further action to locate the new procurement materiel. 

 C17.3.12.1.2.4.4. If a completion notice is inadvertently 

transmitted, the SDR may be reopened by submission of a correction citing Discrepancy Code 

Z6 as the first discrepancy code in the transaction. The correction must contain the WebSDR 

control number originally assigned to the SDR. This will allow the action activity to reopen 

the original record. Do not submit a new SDR (Transaction Set Purpose Code 00) in this 

situation as this SDR will be considered a duplicate SDR and will be rejected. A subsequent 

completion notice may be provided when appropriate. 

 ---------- 

 C17.3.13.2. Time Standards for SDR Response. Responsible action activities will reply 

to all SDRs received within the following time standards. Interim responses will be provided 

when extenuating circumstances necessitate additional processing time. 

 C17.3.13.2.1. Discrepant materiel classified SECRET or above, or nuclear 

weapon related materiel (NWRM) (shortage/overage/wrong item/mismatched 

IUID/misdirected): The action activity must respond to the discrepancy report within 24 hours 

and must take appropriate corrective actions to preclude additional recurrences of the 

discrepancy. When the discrepancy requires further research for resolution, the action 

activity must provide an interim response within 24 hours indicating that the SDR is being 

giving appropriate attention and will be followed by a comprehensive response within 15 

business days (inclusive of sequential processing by multiple action activities when necessary). 

 C17.3.13.2.2. Discrepant controlled inventory items other than those classified 

SECRET, or above or NWRM, arms, arms parts, and explosive and inert ammunition 

(shortage/overage/wrong item/mismatched IUID/misdirected): Total response time to include 

sequential processing by multiple action activities when necessary, will not exceed 25 calendar 

days. 

 C17.3.13.2.3. Wrong item receipts identified as controlled sensitive or above and 

NWRM and unidentified items will be returned to the designated location within 30 calendar 
ADC 1127 Enclosure 1 

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days of the SDR reply. Sources of supply will monitor for the return and follow-up with the 

SDR submitter if materiel is not returned. 

 ---------- 

 C17.3.13.3. Transfers of IMM Responsibilities 

 C17.3.13.3.1. Logistics Reassignment 

 C17.3.13.3.1.1. Under the logistics reassignment 

procedures, IMM responsibility for an item may have been transferred to another DoD 

Component after the date of shipment. In these instances, a single discrepancy reported on a 

requisition line item may require action and/or reply from two different DoD Components (e.g., 

shipper's ICP/IMM and gaining item manager (GIM)). For example, on receipt of an incorrect 

item, one DoD Component could be responsible for the investigation (shipping activity) and the 

initiation of a billing adjustment (shipper's ICP/IMM) for the item billed (but not received), and 

the GIM would be responsible for providing disposition instructions for the erroneous materiel. 

 C17.3.13.3.1.2. SDRs applicable to storage activity 

procurement source receipts after logistics reassignment where the LIM issued the contract 

will be reported to the LIM based upon the PMR. The LIM is responsible for negotiation with 

the contractor for resolution of the discrepancy. If no PMR was provided, the SDR may be 

reported to the item manager (the GIM). If the GIM had no due-in for this materiel, the SDR 

will be rejected with Reply Code 901 (submitted to wrong source of supply) and remarks text 

directing resubmission to the LIM, or forwarded (via Reply Code 504) to the LIM for action. 

 C17.3.13.3.2. Response Coordination. It is not the responsibility 

of the SDR initiator to forward copies of the SDR to all parties involved. Instead, it shall be is

the responsibility of the shipping activity or losing item manager (LIM) to coordinate with the 

GIM for an appropriate response/disposition to the submitter. The LIM may provide an interim 

response citing financial resolution and including Reply Code 506 (indicating the SDR is 

forwarded to the GIM for disposition of materiel) and the appropriate 300-series forwarding 

reply code. The transaction must identify the GIM as the RIC-To in accordance with 

formatting rules for this type of forwarding. WebSDR will use this value to populate the 

Transfer-To activity in the forwarded transaction, which will be provided to the customer and 

to the GIM. Additionally, the presence of Reply Code 506 will trigger WebSDR to provide an 

information copy of the SDR to the GIM. The LIM must maintain the SDR in an open status 

until the GIM has provided a disposition response.

 ---------- 

C17.3.16. Cancellation of an Original Report. 

 C17.3.16.1. When an SDR originator discovers a previously reported SDR is not 

valid or appropriate for any reason and should be withdrawn, a new SDR cancellation must be 

prepared to cancel the original. Forward to all parties that received the original submission. Cite 

the original report number. SDR applications will include the WebSDR-assigned control 

number when known. Do not duplicate detail information from the original report except as 

indicated in the DLMS 842A/W. POC information applicable to the cancelled SDR is required. 

A brief narrative description of the reason for cancellation should must be included. 
ADC 1127 Enclosure 1 

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 C17.3.16.2. If an SDR is inadvertently cancelled, it may be reopened by submission 

of a correction citing Discrepancy Code Z6 as the first discrepancy code in the transaction. 

The cancellation must contain the WebSDR control number originally assigned to the SDR. 

This will allow the action activity to reopen the original record and retain the relationship 

between that SDR and the newly submitted content. Do not submit a new SDR (Transaction 

Set Purpose Code 00) in this situation as this SDR will be considered a duplicate SDR and will 

be rejected. 

 ---------- 

 C17.3.17. Consignor Replies on Industrial Plant Equipment (IPE) Packaging Deficiencies. 

Consignor (shipper) replies on IPE packaging deficiencies, which DLA Aviation in Richmond, 

Virginia, has previously funded for packaging, crating, and handling (PC&H) will provide 

necessary documents to transfer or reimburse funds for any required corrective action. Handling 

for PC&H is based on specified requirements for IPE in MIL-HDBK-701, Military 

Standardization Handbook Blocking, Bracing, and Skidding of Industrial Plant Equipment, and 

MIL-STD-107, Military Standard Preparation and Handling of Industrial Plant Equipment.

 C17.3.18. Follow-up on Credit Adjustments on SDRs. When an action activity has 

indicated that a credit adjustment has been authorized, reimbursement is normally provided to 

the fund code and bill-to address cited on the original requisition. When concerned about an 

apparent non-receipt of credit and 60 calendar days has elapsed, the SDR submitter should 

consult the bill-to finance office for verification. When non-receipt of credit is confirmed, the 

financial office will submit a request for billing adjustment as prescribed by MILSBILLS 

procedures in DLM 4000.25, Volume 4, Finance. Historical SDR Purpose and Procedures. 

During the design for WebSDR, Components using internal SDR systems identified a need for 

a business process that would allow SDRs to be worked internal to the Component or internal 

to the Component’s SDR application without providing standard transaction/email outputs 

from WebSDR. Historical SDRs (identified by Transaction Set Purpose Code 49) were 

established for this purpose. Historical SDRs are currently employed by two systems: the 

Product Data Reporting and Evaluation Program (PDREP) and the Air Force Security 

Assistance Command (AFSAC) SDR Application (SDR-A). 

 C17.3.17.1. For PDREP-generated SDRs, the use of historical SDRs allows 

WebSDR to have a full record of the SDR history for query and management report 

preparation without impacting the internal PDREP procedures. Without this process, there 

would be duplicate dissemination of SDRs or, conversely, gaps within the WebSDR database. 

PDREP system design must ensure a new original is provided to WebSDR if, subsequent to 

initial submission, it is determined that the SDR must be transmitted to an external action 

activity. 

 C17.3.17.2. For AFSAC SDR-A-generated SDRs, the use of historical SDRs allows 

WebSDR to support internal communication of SDRs prior to ILCO approval and 

transmission of the SDR to the applicable action activity. Note that the AFSAC SDR-A use of 

historical SDRs is planned to be phased out during future enhancement to that system, but is 

required to support current functionality. Without the historical SDR process there would be 

premature dissemination of SDRs. Because SDR-A has no reply capability, WebSDR acts as 

the centralized tool for inputting all replies to the customer. Prior to submitting an SDR to the 

responsible action activity, the ILCO analyst validates the SDR to ensure it meets regulatory 

and Letter of Offer and Acceptance (LOA) timelines for submission, as well as minimum 

dollar value requirements. The analyst also ensures it has supporting documents necessary 
ADC 1127 Enclosure 1 

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for the action activity to effectively respond to the SDR. If any of these conditions are not met, 

SDR-A transmits the SDR to WebSDR as an historical transaction with an action activity RIC 

FNH (AFSAC). Then the ILCO goes into WebSDR and inputs a reply that WebSDR 

transmits back to SDR-A to either request additional information from the customer or close 

out the SDR. If the ILCO asked the FMS customer for additional information, and the 

customer submits a correction to SDR-A with that information, SDR-A transmits that SDR to 

WebSDR with the appropriate action activity RIC (e.g. the SoS or shipping depot) as a new 

original (Transaction Set Purpose Code 00) (not a correction) and the SDR posts in WebSDR 

(using same WebSDR control number as the historical). WebSDR must suppress any 

outgoing information copies of the SDR until the new original SDR is established. 

Staffing Note: The description of the AFSAC historical SDR process will be removed upon 

successful termination of historical SDRs originating in SDR-A. This may occur prior to formal 

change publication for the DLMS manual.

 ---------- 

 C17.3.20.1.3. Provide translation capability to the Army User Defined File 

(UDF) format to support Army Web-Based Tool (WBT) SDR application transaction processing 

pending DLMS implementation. No other transactional non-DLMS formats are authorized for 

SDRs. 

 ---------- 

 C17.3.20.1.1.1. Generate and route an information copy of SDR reply 

citing Reply Code 103, Discrepancy Report Receipt Acknowledgment for each new SDR 

submission to the submitting system based upon agreement with the submitting Service/Agency. 

The timing of the acknowledgment reply is dependent upon the original SDR and any 

associated attachments posting to the WebSDR database. When the transaction identifies that 

attachments are being provided and the attachments are not received/accepted, the record will 

post in WebSDR without the attachments in approximately 16 hours (64 processing cycles) 

after receipt and the acknowledgment will be transmitted. When this happens, the submitting 

system point of contact will also receive an error message email from WebSDR that 

attachments never linked up. A correction may be used to attempt posting of the corrections. 

This information copy The WebSDR transaction receipt acknowledgment will be used by the 

submitting system to append the WebSDR-assigned control number to the internal system record 

for the specified SDR so that subsequent updates transmitted to WebSDR will be linked to the 

correct original SDR. The submitting system must recognize the limited purpose of these SDR 

replies provided by WebSDR to prevent inadvertent update of the SDR action activity to RIC 

SGA (DLA Transaction Services)1

 ---------- 

 C17.3.20.1.1.7. WebSDR will suppress transmission of outgoing SoS 

information copies associated with Web-prepared replies to historical SDRs (Transaction Set 

Purpose Code 49 on the original submission). These replies serve a limited purpose for 

communication between Air Force Security Assistance Command (AFSAC) offices pending 

 

1

 Refer to ADC 1026. Upon full implementation, the information copy will be replaced by an SDR reply citing 

Reply Code 103, Discrepancy Report Receipt Acknowledgment. 
ADC 1127 Enclosure 1 

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full implementation of the Security Assistance Enterprise System (SCES) or alternative 

processing method. 

Staffing Note: DLMS manual will drop the last sentence of above paragraph if AFSAC SDR-A 

termination of historical SDRs is achieved. This may occur prior to formal change publication.

 ---------- 

 C17.3.20.1.7. Provide ad-hoc queries and management reports. 

 C17.3.20.1.7.1. WebSDR provides visibility of all transactions 

associated with the WebSDR-assigned control number via query by producing a composite 

view of the SDR. The composite view provides a “snapshot” of the SDR history by displaying 

header information followed by an abbreviated view of each individual associated transaction 

in date sequence (with most recent at the top). The composite view includes both valid and 

rejected transactions. Users are able to drill down to a detail view of any of the individual 

transaction records by selecting the applicable link. 

 C17.3.20.1.7.2. Management reports are restricted by SAR roles and 

responsibilities. After initial approval, users must contact the DLA Transaction Services 

WebSDR help desk for assistance to obtain the appropriate settings for required visibility. 

 C17.3.20.1.7.3. Authorized users have the ability to tailor management 

reports to meet desired criteria by using the WebSDR management report selection screen. 

This functionally supports hundreds of variations in selection criteria, but employs a standard 

display format for all search results. The initial summary view provides a breakdown display 

by discrepancy code count and dollar value arrayed by action activity, submitter, or 

owner/manager as selected by the user. Users are able to drill down to a listing of SDRs 

applicable to any of the highlighted totals contained within the summary report. By selecting 

the grand total in the lower right corner of the report, the management report will be 

converted to a listing of all the relevant SDRs displaying most of the content data. The 

WebSDR control number is hyperlinked to the composite view described in the above 

paragraph. 

 C17.3.20.1.7.4. Management reports may be viewed on-line or WebSDR 

will provide an encrypted email to the user’s SAR email address containing the requested 

report in EXCEL format. Note that the on-line display may not include all the selected SDRs 

due to size restrictions for display; however, the EXCEL report provided via email will contain 

all applicable records.

 ---------- 

 C17.3.20.2.6. Only valid DoDAACs and RICs will be permitted. Reject 

with Disposition/Status (Reply) Code 929. Organizations identified must be authorized for the 

purpose identified by the transaction. SDRs may not be directed to RIC SGA (DLA Transaction 

Services) or identify RIC SGA as the shipper. New SDRs directed to DCMA as the initial 

action activity will be rejected with Reply Code 929 and remarks text indicating that the SDR 

must be submitted to the responsible Service/Agency action activity (e.g. ICP/IMM) whose the 

contract performance resulting in the reported discrepancy. DCMA may be identified as a 

distribution copy recipient
ADC 1127 Enclosure 1 

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 ---------- 

 C17.3.20.4.4. WebSDR will provide information copies of SDRs in accordance 

with Component business rules and as designated by the initiator. 

 C17.3.20.4.4.1. WebSDR will ensure DLA Enterprise Business System 

(EBS) receives an information copy of all SDRs routed to a distribution depot for initial action 

where EBS is the SoS. 

 C17.3.20.4.4.2. All parties receiving an information copy of the original 

SDR as designated by the initiator or by a Component business rule will receive a copy of all 

changes, cancellation, and replies associated with the SDR. 

 C17.3.20.4.4.3 WebSDR will provide an information copy to DCMA of 

all SDRs identifying DCMA as the CAO. 

 C17.3.20.4.4.4. WebSDR will provide an information copy to NAMI 

(RIC AJ2) when SDRs are directed to the other Service/Agency source of supply and the 

requisition cited NAMI funding (Signal = C Fund Code = Z9, and Supplementary 

Address=W9046W) 

 C17.3.20.4.4.5. WebSDR will provide an information copy of the SDR to 

the GIM when an SDR is forwarded by the LIM to the GIM for disposition instructions after a 

logistics reassignment (Reply Code 506).

 ---------- 

 C17.3.20.7. The DLMS SDR transaction supports various data fields 

that may include special characters (e.g. SDR remarks text). WebSDR will reject/fail to 

process transactions containing special characters that are unacceptable/reserved for use as 

XML parsers. Table C17.T2 defines allowable and unacceptable special characters. Any 

characters not specifically identified in these lists should not be used.
ADC 1127 Enclosure 1 

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Table C17.T2. Special Characters 

Authorized Special Characters Invalid Special Characters 

@ (at sign) & (ampersand) 

# (number/pound sign) ; (semi-colon) 

$ (dollar sign) < (less than) 

( (open parenthesis) > (greater than) 

) (close parenthesis) ‘ (apostrophe) 

– (dash) “ (quotation marks) 

= (equal sign) * (asterisk) 

+ (plus sign) ^ (caret) 

, (comma) 

. (period) 

: (colon) 

/ (forward slash) 

\ (backward slash) 

[ (open bracket) 

] (close bracket) 

? (question mark) 

 C17.5.14. Responsibilities 

 C17.5.14.1. The ILCO will: 

 C17.5.14.1.1. Complete initial SDR screening in accordance with this 

manual and DoD 5105.38-M. 

 C17.5.14.1.2. Review all SDRs received for processing and determine 

proper course of action based on available case history data. Reject discrepancy reports that fail 

to meet Security Assistance time and dollar standards (with exception of those that require 

disposition instructions for wrong item received or misdirected shipments) or do not contain 

required data, unless such data is readily available, at the ILCO. Forward SDRs to the 

appropriate ICP/IMM, shipping depot, or GSA action activity.

 C17.5.14.1.3. Forward the SDR and supporting documentation to the 

implementing agency’s Headquarters element for review and approval, prior to submission to 

DSCA, if recommending FMS administrative surcharge funds exceeding $50,000 be used to 

resolve an SDR. This is a manual process outside WebSDR transaction exchange. 

 ---------- 

 C17.5.14.1.7. Review SDR replies from action activities for completeness 

and reject those that do not specify necessary information, e.g. disposition instructions for 

discrepant materiel. Under DLMS transactional exchange, the ILCO reject transaction may be 

directed to the action activity to identify necessary corrections. A maximum of five ILCO 
ADC 1127 Enclosure 1 

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rejections per SDR control number is allowed. However, after three ILCO reject transactions, 

the action activity it may be more appropriate for the ILCO to should be contacted the action 

activity off-line to clarify the issues involved. 
ADC 1127 Enclosure 2 

Page 1 

Enclosure 2, DLM Appendix Updates 

Revise DLM 4000.25, Volume 2, Appendix 3, Supply Discrepancy Report Relevant Data Elements, 

as shown. 

“AP3.2 Shipping and Packaging Discrepancy Codes 

 ---------- 

Other Discrepancies 

Z2 Repetitive discrepancy (must use in combination with other codes or describe in remarks; 

not applicable to Security Assistance)” 

 ---------- 

Z6 SDR Report resubmitted reopened following inappropriate cancellation/completion

(must use in combination with other discrepancy codes; must appear as first discrepancy 

code in SDR transactions) 

 ---------- 

AP3.4 Discrepancy Status or Disposition (Reply) Codes

 ---------- 

The 300-series codes indicate Distribution Depot storage activity or initial action activity status on 

SDRs forwarded to the owner/manager for action: 

309 Interim reply; SDR forwarded to owner for disposition instructions or final resolution. 

 ---------- 

The 900-series codes are intended for system/application use in processing transactions. When 

SDRs are processed manually, these codes may be user assigned as appropriate:

943 Transaction rejected. Forwarding not authorized or transaction not properly formatted.”  
ADC 1127 Enclosure 3 

Page 1 

Enclosure 3, DLMS Implementation Conventions (ICs) 

Revise the DLMS 842A/W and 842A/R ICs for administrative updates as follows: 

# Location Change Table for 

842A/W Standard SDR, Follow-up, Correction, 

Cancellation, & Reconsideration Request 

Reason 

1. DLMS 

Introductory 

Note 

Add ADC 1127 to DLMS Introductory note: 

- ADC 1127, Enhanced SDR Guidance for Foreign Military Sales 

(FMS), SDR Time Standards for Controlled Inventory Items, SDR 

Forwarding after Logistics Reassignment (LR), Packaging SDRs, 

and Administrative Updates

To identify DLMS changes 

included in the DLMS. 

2. 2/NTE02/2400 Revise DLMS Note for NTE02, Description: 

Description

DLMS Note: 

1. Use multiple repetitions of NTE, with up to 80 positions for each 

line. WebSDR maximum field for note = 500. 

2. Special characters are not allowed except as identified. Valid 

characters are: 

@ # $ ( ) - = + , / \ [ ] : . & ; and ? 

Updates note to correctly 

identify special characters that 

may be used in remarks text. 

# Location Change Table for 

842A/R SDR Reply 

Reason 

1. DLMS 

Introductory 

Note 

Add ADC 1127 to DLMS Introductory note: 

- ADC 1127, Enhanced SDR Guidance for Foreign Military Sales 

(FMS), SDR Time Standards for Controlled Inventory Items, SDR 

Forwarding after Logistics Reassignment (LR), Packaging SDRs, 

and Administrative Updates

To identify DLMS changes 

included in the DLMS. 

2. 2/N101/2800 Delete existing Code SUS and associated DLMS note: 

SUS Supply Source 

DLMS Note: 

Use to identify the owner or manager by Routing Identifier; this is 

the party that directed the shipment (Source of Supply) when 

applicable to wholesale requisitions. 

This data field a duplicate entry 

of this data element in the IC. 

The correct implemented 

mapping for Code SUS is at 

2/N101/4100. 

3. 2/NTE02/3500 Revise DLMS Note for NTE02, Description: 

Description

DLMS Note: 

1. Use multiple repetitions of NTE, with up to 80 positions for each 

line. 

For AES, WebSDR field length = 750; other 

For TPO, WebSDR field length = 500. 

2. Special characters are not allowed except as identified. Valid 

characters are: 

@ # $ ( ) - = + , / \ [ ] : . & ; and ? 

Updates note to correctly 

identify special characters that 

may be used remarks text. 
ADC 1127 Enclosure 4 

Page 1 

Enclosure 4, DLMS Dictionary changes

Update the DLMS Dictionary with the following information indicated in bold red italics or 

strike-through text: 

SDR Attachment File Name 

THE FILE NAME ASSIGNED TO ATTACHMENTS FOR SUPPLEMENTAL 

DOCUMENTATION SUPPORTING SDR INFORMATION EXCHANGE UNDER THE 

DLMS. THE FIRST 10 CHARACTERS ARE USER DEFINED AND MAY BE DERIVED 

FROM THE USER’S ORIGINAL SAVED FILE. THE REMAINDER OF THE FILE NAME IS 

SYSTEM GENERATED BY THE SDR APPLICATION BASED UPON CONTENT OF THE 

SDR TRANSACTION AND INTERNAL DATE/TIME OF TRANSACTION PROCESSING. 

THE GENERATING APPLICATION MUST ENSURE UNIQUE VALUES RESULT FROM 

FILE NAME CONSTRUCTION. CONSTRUCT AS: TTTTTTTTTTDDDDDDDDDDDDDDX-BB-OS-CCYYJJJHHMMS.EXTN 

DATA CODE CHARACTERISTICS: TYPE: AN MIN: 50 MAX: 50 

REMARKS: 

TTTTTTTTTT = USER-ASSIGNED TEXT NAME OPTIONAL MUST BE 10 

CHARACTERS ALPHANUMERIC (INSERT UNDERSCORE CHARACTER AS FILLER 

TO REACH MANDATORY LENGTH) 

D = DOC NUMBER (14 AN) 

X = DOC SUFFIX (1 AN, IF BLANK USE "_") 

BB = BEGINNING SEGMENT VALUE (00, 01, 15, 22, 46, 49, 50, CO, 11, CN, SU, OR XX) 

(XX = ATTACH SUBMITTED INDEPENDENT FROM DLMS TRANSACTION, PER ILOC.) 

OS = SDR ATTACHMENT ORIGINATING SYSTEM CODE (SEE LIST) 

CC = CENTURY (2 N) 

YY = YEAR (2 N) 

JJJ = JULIAN DAY (3 N) 

HH = HOURS (2 N) 

MM = MINUTES (2 N) 

S = SERIAL NUMBER (1 N, SEQUENTIAL, START WITH “1”).